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Close an Event and Record Hours

Goal: Wrap up the event, convert attendance into volunteer hours on each person's record, and credit any sweat equity to the right partner family.

Closing the event​

Once everyone's gone and check-outs are recorded, run the close action.

Closing:

  • Generates a volunteer hours record for each checked-in volunteer based on their actual time present
  • Routes those hours into the review/approval queue
  • Credits sweat equity hours to homeowners where the slot was configured for sweat equity
  • Locks the event for further registration changes

Preview before you close​

Before committing, run the close preview. It shows:

  • Each volunteer who'll get hours, with the calculated duration
  • Any sweat equity that will be credited and to whom
  • Any anomalies (someone who checked in but never checked out, someone with zero recorded time)

Fix issues before closing. After close, corrections are still possible but more involved.

What if someone needs to be added after close​

Yes, you can:

  • Add a manual hours entry for someone who attended but wasn't checked in
  • Adjust hours for someone whose recorded time was wrong

Both happen on the volunteer's hours record. Manual entries are flagged so they're easy to spot in audits.

Reopening an event​

If something significant needs to be redone, reopen the event. Reopening:

  • Reverses the hours generation
  • Returns the event to the active state

Use sparingly — reopening after volunteers have already seen their hours posted creates confusion.

Sweat equity flow​

When an event includes a slot configured for sweat equity, closing the event posts those hours to the partner family's homeowner record. The volunteer who worked the slot still gets credited too — sweat equity is additive, not a substitution.

Approval​

Generated hours land in the review queue. Coordinators approve them, individually or in bulk, before they count toward final reporting. See Review and Approve Hours.

After close​

  • Send a thank-you to attendees from the event's notifications panel (a quick, well-timed thank-you is one of the highest-leverage things you can do for retention)
  • Run the Run Hours and Engagement Reports for the event's totals